Reward and Recognition Policy for Co Production in Adult Social Care London Borough of Newham (LBN) and NHS Newham Clinical Commissioning Group (CCG)

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1 Reward and Recognition Policy for Co Production in Adult Social Care London Borough of Newham (LBN) and NHS Newham Clinical Commissioning Group (CCG) Document Control Sheet Title of the Policy Purpose of the policy Reward and Recognition Policy To ensure Patients, Carers, Customers and members of the public are appropriately rewarded for their contribution to the planning, delivery and evaluation of health and social care services. Target audience Officers, event organisers and providers supporting co-production and groups within Newham. Action required Accompanying Policy Policy Leads To follow the policy when engaging in coproduction. None Mary Hanlon, London Borough of Newham Satbinder Sanghera, NHS Newham CCG Implementation date Immediate Review date December 2014 Contacts 1

2 Purpose of Policy The purpose of this policy is to ensure a consistent, fair and equitable system to give recognition to the value of customer and patient input into participation/co-production initiatives. Introduction The London Borough of Newham (LBN) and NHS Newham Clinical Commissioning Group (NCCG) value the experience and expertise of health and social care customers and patients. We wish to strengthen their collective voice and involvement to inform future direction. We believe that customer and patient involvement is essential to developing the personalised and responsive services provided by LBN and the CCG. Here in Newham, there has been a substantial shift over the past few years to ensure that customers and patients are involved in the planning, commissioning and delivery of health and social care services. For people to effectively contribute to the design and commissioning of services, they must feel that their input is valued. This can be achieved in a number of ways: being thanked, positive feedback and acknowledgement, practical assistance, training or personal development. Payment may sometimes also be appropriate for customers and patients who contribute significantly to LBN and CCG policy, planning, commissioning and provision of services. Whichever way we choose to reward and recognise the contribution of customers and patients, we will: - Recognise the barriers to customer involvement and try to overcome them where we are able to - Try and include the broadest spectrum of customers - Let the views and influence of customers be heard and influence what we do The term Customer and patient Involvement encompasses a large number and variety of activities, from attending an information sharing session or consultation event, to being the Co-Chair/Facilitator or Co-Production representative of a local board or committee. 2

3 We intend this policy to be a guide for officers in determining the level of recognition and reward appropriate to the customer / patients involvement (Figure A and Appendix 3). It is important that this policy is:- - Equitable - Clear - Easy to access - Consistent This proposed policy covers the following areas: - National and Local Policy (appendix 1) - Our Responsibilities - Customer and Patient Responsibilities - Reward and Recognition Levels - Expenses - Externally Commissioned Organisations - How this Policy will be Administered - Review National and Local Policy Please refer to Appendix 1 for key resources used in informing this document Our Responsibilities LBN and the NHS Newham CCG will recognise and reward any customer /patient who contribute to the planning, commissioning and provision of health and social care in the borough. We will do so in a way which is appropriate to the level of the customer and patient involvement. (Figure A) LBN and the NHS Newham CCG will seek a range of contributions from the members of the community and users of services with a range of needs, including those who have been regularly involved in co-production and those who have never contributed before and individuals of both genders from a range of: Ethnicities, Socio-economic backgrounds, Ages and Sexual Orientations. 3

4 LBN and NHS Newham CCG will not make any payment outside of the criteria set out below (Figure A). If they are to be paid for their involvement, we will agree that customers / patients accept this policy as an involvement agreement. Each customer / patient who is entitled to payment will be provided with a copy of this Reward and Recognition policy and the Lead Officer or their nominee will ensure it is available at the start of any activity. The Lead officer will provide support to the customer/patient to complete this paperwork if needed. LBN and the CCG will administer this policy in a way which is compliant with National Minimum Wage legislation NEWHAM WILL PROVIDE ANY INFORMATION REQUESTED BY BENEFITS ADMINISTRATORS REGARDING PAYMENTS TO CUSTOMERS/PATIENTS Customer / Patient Responsibilities If any payment is being made, the customer/patient will enter into an Involvement Agreement with LBN or NHS Newham CCG, clearly setting out each party s responsibilities. If the customer/patient is in receipt of state benefits, it is the responsibility of the customer/patient to inform the benefit agency of any payment, which has to be declared under the terms of that benefit. If the customer/patient is receiving benefits, they should discuss with the Lead officer so that they fully understand the impact of their involvement so they can make an informed choice and avoid any inadvertent loss of benefits. If you wish, you can donate your received payment to a charity of your choosing, however please note that the benefit agency will still treat the amount as if a payment has been made to the customer. It is the responsibility of the individual claiming and receiving payment for an agreed service or contribution to consider the impact on their income. Reward & Recognition payment is for involvement and the customer/patient will be acting as an independent advisor they will not be considered as entering into an employment relationship with the Council or NCCG. Reward and Recognition Levels The amounts paid will depend on the type of activity, the complexity and responsibility that the activity demands. The figure for payment reflects what LBN and the NCCG consider an appropriate rate for contribution. 4

5 This payment arrangement does not represent employment and should not be considered as a replacement for seeking employment. Figure A Form of involvement Examples Level of Reward and/or Recognition Attending Information Sharing Events Attending general consultation events An announcement made by a council /NHS Newham CCG official An open meeting to discuss changes in council/nhs Newham policy A general consultation regarding a proposal made by the council / NHS Newham CCG where community views are sought but individuals or groups are not specifically invited e.g. Patient Forum Thanks and acknowledgement Refreshments (water, tea, coffee only) Thanks and acknowledgement Refreshments (water, tea, coffee only) Individual Customer(s)/ Representative of Customer / Patient Group (Including time spent in the meeting and any relevant preparation) as agreed with the lead officer Elected Representative of a customer/patient group (Including time spent in the meeting and any relevant preparation) Task Groups e.g. Community Reference Group, Employment Task Group Newham Co-Production Forum (Adults) Development of a pathway Patient representatives on NCCG Commissioning Committee; Transformation Programme Expenses p/h Normally maximum 3 hours for meeting Offered refreshments (water, tea, coffee only) Expenses p/h Normally maximum 3 hours Refreshments, lunch, including water, tea, coffee and biscuits 5

6 Invited customer / patient attendance in contract monitoring (Including time spent in the meeting and any relevant preparation) e.g. mystery shopper visits Expenses p/h Normally maximum 3 hours (or actual time spent) Offered refreshments (water, tea, coffee only), Invited customer/patient attendance at one-off meetings or decisionmaking panel (Including time spent in the meeting and any relevant preparation) Site visit to check suitability of proposed venue for an event Focus Groups Tendering Panels Staff interview panels Validation visits Expenses p/h Normally maximum 3 hours (or actual time spent) Offered refreshments (water, tea, coffee only), Expenses p/h Extra responsibility We recognise that some people will have extra responsibility as part of their participation for e.g. Co-chairing meetings. Where people have this role this will be recognised in the number of hours they commit to the work, so that any additional participation that is required on the activity they are coproducing will be recognised and rewarded appropriately i.e. in line with the policy. Although it is unlikely that meeting times will exceed 3 hours, it is recognised that this may not always be the case. If the 3 hours are exceeded, customers/patients need to discuss with the lead officer the number of hours that can be claimed. If a person is asked to facilitate a meeting or deliver training on a consultancy basis, this is a different arrangement, which needs to be made through the normal procurement processes under agreement by the project manager. Expenses There may be out of pocket expenses incurred in relation to involvement (such as travel costs, replacement care costs and access needs) which MUST be agreed with the Lead Officer in advance. If a customer/patient wishes to claim money for expenses i.e. travel or lunch 6

7 as part of the activity they are co-producing, they will be required to provide evidence, normally a receipt. Claims cannot be processed without appropriate receipts. Exceptions may be made at the discretion of the Lead officer, for example where a travel ticket is needed for a return journey. Where a customer/patient is not able to travel to a meeting using their normal modes of transport, a maximum of 10 claim can be reimbursed or a taxi can be arranged but this should be agreed by the lead officer in advance. Payment for personal assistants The general principle is that where the PA costs are not covered by your standard arrangements / funding (e.g. flexible supporting planning / use of volunteers) LBN and NCCG pays for any additional time that the customer/patient needs, but this is by exception and would need to be agreed with the lead officer in advance. The calculations will be worked out on an individual basis and the reasoning behind the costs needs to be written down so there is an audit trail. For e.g. the customer/patient has a full time PA who they would pay wherever they were at the time they attended the meeting. Therefore, the only additional cost for attending the meeting would be the travel expenses for the PA. Payment for replacement carers and child care The general principle is that where Carer costs are not covered by your standard arrangements / funding (flexible supporting planning / use of volunteers) LBN and NCCG pays for any additional time that the customer/patient needs but this is by exception and would need to be agreed with the lead officer in advance. The calculations will be worked out on an individual basis and the reasoning behind the costs needs to be written down so there is an audit trail. Similarly we will meet childcare costs where they are associated with a customer/patient attending a meeting if not covered by your standard arrangement / funding but this is by exception and would need to be agreed with the lead officer in advance. Proof of purchase such as receipts or invoices is required when these payments are made. Externally Commissioned Organisations LBN and the CCG expect providers to develop their own detailed procedures to ensure a consistent approach to rewarding customers / patients in line with the principles outlined above. Payment as part of reward and recognition from all providers will be line 7

8 with the amount stated in this policy. Any variation must be agreed with the commissioning lead. LBN and the CCG will not make any payment to providers for services outside of the criteria set out in the specification of the commissioned service. LBN and the CCG will not make payments and expense to customers own groups, though they may offer support in developing these groups. LBN and the CCG will not make any payment to a customer/patient for reward and recognition outside of the specification of the commissioned service. How this policy will be administered: The payment process is administered Newham Clinical Commissioning Group and all claims should be sent directly to them, either electronically by or hard copy, by post, or in person (full contact details are on the claim form Appendix 2). Financial procedures will be followed in relation to all payments. Claims for payment should be made no later than 4 weeks after the expense was incurred. This is particularly important near the end of each financial year i.e. March. Claims will be paid by B.A.C.S. Claims may be delayed if your handwriting is unclear. For payment to be made by BACS you will need to provide your bank details on your first claim only. Claims will not be paid in cash. Payment will normally be made within 21 days of a claim but this period may be extended to 4 weeks. Review This policy will be subject to an annual review. 8

9 Appendix 1 National and Local Policy Social Care White Paper A Vision for Adult Social Care. Launched in November 2010, the vision outlines the government s thinking on Adult Social Care. Co-production features prominently; We want people who receive care and those who provide it to work with councils, user-led organisations and voluntary bodies to deliver outcomes that are right for them NHS White Paper Equity and Excellence - Liberating the NHS The government s NHS White paper also confirms the government s commitment to Co-Production We want the principle of shared decision-making to become the norm: no decision about me without me. International evidence shows that involving patients in their care and treatment improves their health outcomes, boosts their satisfaction with services received, and increases not just their knowledge and understanding of their health status but also their adherence to a chosen treatment. Putting People First Released in 2007, Putting People First set out a transformational vision for adult social care, where Co Production is put at the heart of service commissioning and provision. It states; It is hoped that every local authority will create forums, networks and task groups which involve people who use services and carers as active participants in the change process. Department of Health Guidelines on Reward and Recognition Revised in 2006, the Department of Health good practice guide set out clear guidelines around Reward and Recognition. It sets out principles of good practice, reimbursement guidelines, paid involvement guidelines and guidelines on dealing with benefits. It states that customers should be; offered payment for their involvement in activities that involve deciding together, acting together and encouraging independent initiatives. Joint Strategic Needs Assessment for the London Borough of Newham The NHS and Council in Newham understand the importance of effective engagement with clinicians, patients, Service Users, their advocates and the public in shaping local services and responding to community-identified needs. 9

10 Appendix 2 Reward & Recognition Claim process Reward and Recognition Scheme: London Borough of Newham (LBN) and the Newham Clinical Commissioning Group (CCG) and its contractors recognise the need to reward the contribution that service users make towards developing and enhancing their services. They have implemented a Rewards and Recognition policy that clearly outlines what rewards, financial or otherwise, are associated and paid where necessary. As previously advised, the Council and any other organisation running this programme cannot be held responsible for any benefit or tax implications that might arise if you claim these payments. If you are unsure then please seek suitable expert advice. For NHS Newham Clinical Commissioning Group to process your claim, we need to set you up on our payment system. For all claims in the first instance, please provide the following information on letter headed paper: 1. Your full name (please ensure it is the same name used on the invoice and for your bank account) 2. Address 3. Telephone number 4. address 5. Bank details which should include o Account name o Branch name o Sort code o Account number Please the above details in the requested format to harpalsokhi@nhs.net Alternatively you can post it to Harpal Sokhi, NHS Newham Clinical Commissioning Group, 4th Floor, Unex Tower, 5 Station Street, London E15 1DA. Once you have been setup on the payment system, we will then send you an invoice template to complete and return to us. 10